20+ Most Popular Internal Communication Messages and Templates



By Mariya Postelnyak


Creating internal communications can be time-consuming. Pre-made internal communication templates can help you save hours in the work week and get more done.

Collectively, employees, and internal communicators spend approximately 17 hours a week sending, reading, or responding to work emails. This is a major productivity drain for both parties—and one that can easily be avoided. 

Pre-made internal communications messages make it easy for internal communictions pros to send key updates and stay on top of their internal communications plan. On their end, employees can receive vital information faster and scan it quickly through familiar, easy-to-read formats. 

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Benefits of Internal Communications Message Templates

Using internal communications email templates does a whole lot more than save your IC team a few extra hours in the work week. Here are just a few other benefits to consider: 

  • Boost employee engagement through faster information delivery.
  • Improve employee safety by delivering urgent updates/crisis communications quickly. 
  • Allow for a flexible workforce where anyone can edit and send communications.
  • Maintain consistency and readability across all employee messages.

Since internal communication templates are reusable, you can easily fine tune your design to increase their effectiveness. Using ContactMonkey’s click maps feature, you can see the specific parts of your emails that get the most attention from your employees:

ContactMonkey clickmap heatmap for email analytics and employee safety survey analytics

This data can help you optimize your internal communication design to ensure your employees are seeing the information you need them to see.

20+ Popular Internal Communications Message Templates

Whether you’re writing leadership messages, new hire communications, communications for higher education, or office policy updates, there’s a familiar format and flow that each type of message follows. Using the internal communication email templates listed below, you can copy, paste, and save key messages, and have them ready for the right occasion. 

Want to make the process even faster? Use ContactMonkey’s email template builder to create and save default branded email designs, text, graphics, and custom elements for any occasion.

You can even generate text based on prompts using ContactMonkey’s OpenAI ChatGPT integration. Simply describe what you’d like to include in your template, and edit the outputted text according to your audience.

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1. CEO / Leadership message template

Effective leadership communications can build employee trust, support transparency (a key driver of employee engagement), and bring employees together during difficult times. 

Typically, leadership and CEO messages happen on a semi-regular basis and include major announcements such as updates to company operations, team wins, and new products.

Here’s an example of a standard leadership communications template:

Dear staff, 

I am excited to announce that our company will be starting a new chapter as we begin/launch the [merger/product/program]. 

This presents an incredible opportunity for all of us at [company name] and I am confident that this update will help us achieve our goal of [expected outcome/objective].  

I want to take this opportunity to thank everyone who has been supportive in the process! I am extremely grateful to have such a hard-working and dedicated team. 

Keep up the amazing work!


Management Team

2. Change management communication template

Leading a company through change is no small feat. Even the world’s top companies for employee engagement found themselves struggling to manage the quick pace of change during the turbulent COVID-19 pandemic. Today, change management communications can involve everything from introducing new software, leading employees through a merger, or sharing COVID-19 employee vaccination policy templates.

Dear employees,

We are saddened to announce that [name and last name] will no longer be working alongside our team. This is effective [time].  

During this time, please reach out to [name and last name] for information about [previous employee’s service] at [email address]. 

[Name] will now be in charge of [project/department/task]. You can connect with them for all further details and information.

Best regards, 

Management Team

3. Company mission statement/vision statement

An internal company mission statement isn’t just a bunch of pretty words – or at least it shouldn’t be. It’s a compelling statement that summarizes your company values and vision while clarifying a key goal for employees to collectively achieve. When done well, your company mission statement can inspire and engage employees as well as boost employee morale.

Here’s a company mission statement template to incorporate into your internal newsletter and other employee communications.

We believe in the power of [company objectives] to shape attitudes and lives.

By fostering an open, trusting relationship with our clients and by continuously improving [product/service], we are set to succeed in our mission. 

[Company logo]

Image of company mission statement internal communications template created using ContactMonkey's email template builder.

4. Company culture communications template

A strong company culture is the backbone of a thriving organization. It sets the tone, style, and regularity for everything from peer-to-peer communications, to employee recognition, and upward feedback. But company culture can also be unclear, toxic, or exclusionary. For instance, this may sometimes happen in a multigenerational workforce where some age groups may feel excluded. 

To ensure that you’re setting a clear and positive workplace culture, consider this company culture communications template:

At [company name] culture isn’t just a few platitudes on the wall. Culture flows from our values: [list company values]. We celebrate our team members daily but also consider challenges as opportunities to learn and grow. 

Our top priority is the well-being and engagement of our employees, your families, and our community. This is true whether you work from home, in-office, or across the globe. 

To ensure the success of our workforce we always welcome open and honest feedback across all levels of our organization. We have each other’s backs and will support you at each stage of your journey at [company name].

Thank you, 

Management Team

5. Employee recognition communications template

Whether it’s celebrating a major deal or showing gratitude to a worker who always offers their help, employee recognition can’t be overlooked. It shows staff that their hard work is valued and directly impacts employee engagement and job satisfaction.

Below, you can find an employee recognition template to inspire your next digital thank you message or employee of the month template. You can also check out our blog on employee recognition ideas for more inspiration. 

Thank you for being someone we can always count on! Our team is so grateful for all of your hard work and dedication during Q3 and beyond. Your efforts have not gone unnoticed.

You are truly an asset to this organization. Your work ethic and involvement are admirable, and we are fortunate to have someone as dedicated as you on board,

The entire team thanks you for everything you do. Keep up the amazing work!


[Team Name]

6. Employee appreciation message to team template

Sometimes, you’ll want to show recognition to a team of employees rather than individual staff members. Maybe your Marketing team finished the quarter stronger than ever, or your Sales team reached a new record. 

Whatever the occasion, there are a few key points you’ll want to check off when it comes to writing an appreciation message to your team. Here’s a template you can follow:

Dear [Name/Team], 

Our management team would like to express our gratitude for your outstanding work on the [X] project. The countless hours and tremendous effort that you’ve put into this project, as well as the professionalism that you’ve demonstrated throughout the process have impressed us immensely. 

Your dedication and diligence have been a continuous source of inspiration for our team. 

On behalf of ContactMonkey, thank you for all your effort. 

Best regards, 

The ContactMonkey Management Team

Image of employee thank you email template created using ContactMonkey's email template builder.

7. Company policy communication template

Internal policies and procedure help ensure that business operations run smoothly and that everyone’s on the same page. When introducing a new company policy, your message needs to be exceptionally clear and packed with details. This includes the policy effective date, the policy purpose, and contacts that can provide further information/answer questions. 

If you’re using ContactMonkey’s HTML email builder, you can embed automatic employee  feedback options into any template before sending it offmaking it easy for employees to share questions/concerns. 

Here’s an internal communication message template that you can use to announce new policies:

Dear Staff,

This message is to announce that [Company name] has decided to introduce a new policy with regards to [Reason behind introducing new policy]. This will be effective from [Date from which the new policy will start].

This policy is designed to alleviate some of the [area of business/operations] pressures the company is facing and enable us to improve [employee experience/business performance].

[Briefly mention key details about the new policy, including benefits, limitations, and impact on employees’ daily work].

For more details, please review the complete policy description in the document here [Hyperlink to attachment/secondary page].

As a part of the new policy, everyone at the company must adhere to the updated regulations. We hope that this amendment will make a positive change across our company and support our brand vision and values.

Please feel free to contact the following individuals with any questions:

  • [Contact name 1]
  • [Contact name 2]

You can also share your feedback using the thumbs up/down feature below. 


Management Team

[Add anonymous comments box using ContactMonkey]

8. New hire communications template

First impressions count. How you communicate with a new recruit sets the tone for all your interactions going forward, and their impression of the company. If you want to continue to attract top talent, you’ll want to perfect your onboarding communications. This means using friendly and brand-aligned language and including clear and thorough information. 

With ContactMonkey’s HTML email builder, you can include downloadable employee schedule templates, employee task list templates, and other assets into a single employee email. 

Use this template as a starting point:

Welcome [First name]!

We’re so excited for you to be part of the team.

Below, you’ll see your onboarding schedule for your first day of work and some helpful resources. 

[Embed itinerary]

Extra Tips and Resources:

  • Work from home tips and remote work policy [add embedded resource URL]
  • Benefits breakdown [add embedded resource URL]
  • Week one training material [add embedded resource URL]

We’ll be here every step of the way and don’t be afraid to ask plenty of questions. Enjoy your first day!

HR Team

Image of onboarding template created using ContactMonkey's email template builder.

9. Employee performance review template

Performance reviews help managers and staff work together to recognize each other’s strengths, identify challenges, and determine what support is needed for everyone to succeed. 

But this type of information needs to be communicated thoughtfully to prevent misunderstandings or damaging employee morale. In addition, you need to encourage employees to complete their part of the self-evaluation in a timely manner to ensure a comprehensive review. 

With ContactMonkey’s merge tags, you can personalize email subject lines and body text with employee names and details. This makes your performance review communications direct and individualized, leading to better dialogue.

The following employee evaluation template can serve as a starting point:

Hi [employee name],

The performance review process is in full gear, and we hope that you found our tips for completing your self-evaluation form [Embedded hyperlink] helpful.

This is a friendly reminder that you have [X] days until [date] to submit your completed self-evaluation to your manager. 

Performance reviews are an opportunity for you to show how well you’ve performed during the period in review, receive feedback and even compensation. 

Please don’t hesitate to reach out if you have any concerns.

Kind regards, 

Management Team 

10. Crisis communications template

As the COVID-10 pandemic has shown us, crises happen when we least expect them. Having pre-made crisis communications templates ready in an emergency enables businesses to proactively tackle issues that can impact their operations. 

Here’s a crisis communications template for the COVID-19 pandemic to serve some ideas for your own messaging:

[Header]: New guidelines for coronavirus response

Our company has implemented a work from home strategy in response to the situation with COVID-19; these changes will take effect immediately. 

We are prioritizing employee health and safety and our operations will be reflecting this.

All employees will be issued video conferencing software which can be accessed via a home computer. Any issues regarding the installation of the software should be sent to your crisis communications tech representative. 

Our business will be doing all that we can to protect our employees and the public. We are confident that we will emerge more resilient than ever before.

– Steve Jones, CEO

Image of crisis communications internal communications template created using ContactMonkey's email template builder.

11. IT message templates

Modern businesses rely on technology to keep operations running smoothly. IT messages regarding software upgrades, compliance, and security are indispensable in this process. 

Share the following message template with your IT department to ensure clarity and consistency across all updates they pass along to your comms team: 

We have become aware of issues affecting our [software/system] at [office location/department]. The IT team is currently working to resolve this issue.

In the meantime, employees may experience problems when [identify the issue: logging into a server, sending emails, using the internet, using software, etc.].

It is estimated that the problem will be resolved no earlier than [time/date]. We will update you if the situation changes or if there are further instructions. 

Thank you for your patience and understanding. 

12. Cybersecurity message template

Cyber attacks can be detrimental to business. Even tech giants like Meta, Adobe, and Alibaba haven’t been able to escape the clutches of cyber criminals. 

So whether you’re managing a global enterprise or leading SME internal communications, it’s critical that you have an internal communication plan template for sharing cybersecurity emergency SMS alerts and phishing awareness

You can incorporate the following cybersecurity message template into internal emails, or speed things up by sending the update via an employee SMS tool

Dear staff,

Cybersecurity is our priority. If you receive an unusual invoice or request for sensitive data, it’s important to check with the relevant managers/departments for approval. 

Read emails carefully and don’t click links or respond to questionable contacts or strange emails. 

Contact the relevant sender via an alternative internal communications channel (such as Slack or employee SMS) to confirm the email came from them. 

Thank you for your attention and caution. 

Kind regards, 

Management Team

Image of cybersecurity message template created using ContactMonkey's email template builder.

13. Code of conduct policy template

Having a standardized code of conduct policy reduces conflicts in the office and prevents the need for awkward conversations. But in order for these policies to do their job, it’s important that everyone’s on the same page. 

Below is an example of a code of conduct policy template for social media use. You can adapt this template to cover a variety of topics concerning workplace conduct, including dress code, corporate email usage, and cell phones at work.

Representing our company through social media

Dear Staff,

When handling our social media accounts or speaking on our company’s behalf, we expect you to protect our company’s image and reputation. Specifically, please adhere to the following code of conduct when engaging with our company’s social media:

  • Be respectful, polite and patient.
  • Avoid speaking on matters outside your field of expertise when possible.
  • Follow our confidentiality and data protection policies and observe laws governing copyrights, trademarks, plagiarism and fair use.
  • Coordinate with our [PR/Marketing department] when you’re sharing major-impact content.
  • Avoid deleting or ignoring comments [unless advised by PR/Marketing].
  • Correct or remove any misleading or false content as quickly as possible.
Image of code of conduct internal communication template created using ContactMonkey's email template builder.

14. Health and safety communications template

Workplace healthy and safety awareness helps employees feel comfortable and confident coming into work every day. Not to mention, clear and thorough safety protocols protect the reputation of your organization and make it easier to attract top talent. 

Here’s a template you can use for your next health and safety communications message:

Dear Staff,

Your health, safety, and wellbeing is our number one priority. To achieve our goal of maintaining a safe work environment for all, we’d like to remind you to take all Covid-19 requirements seriously.

Giving heed to the advice from Public Health, we ask all employees to:

  • Take care of their hygiene, wash their hands regularly, and disinfect their working area.
  • Practice social distancing.
  • Wear masks when practicing social distancing isn’t possible.  

You can review our full Covid-19 policy here [Insert a hyperlink].


Management Team

15. Newsletter template

Your general employee newsletter is responsible for breaking down a range of company updatesfrom the latest sales figures to upcoming events. It needs to touch upon multiple topics while ensuring that the information is easy to skim and that secondary resources, such as staff meeting agenda templates, are easily available.

The ContactMonkey newsletter template below can help you structure your next company-wide internal email and create a visual hierarchy that makes it more engaging:

[Header]: Another Record-Shattering Quarter at [Company Name]

[Description text]: We’re super excited to announce that thanks to the amazing work from all of our departments (especially Internal Communications) we’ve reached another milestone!

[Sub-header] What’s New?

[Update 1 example] New Headquarters Coming Soon!

Our Toronto HQ is getting a new home! We can’t wait to walk into the expansive 27,000 square-foot office space next month. If, like us, you really can’t wait, you can take a virtual tour by clicking the link below. [insert link button]

[Update 2 example] We’ve Surpassed Our Q3 Goals!

We’re excited to announce that we’ve surpassed our Q3 targets (with room to spare). View our quarterly sales report to find out how we did. [insert link button]

[Pulse survey]: What did you think of this week’s newsletter?

Image of weekly newsletter template created using ContactMonkey's email template builder.

16. Employee survey communications template

Whether it’s to do with employee experience, benefits and compensation, or company culture, employee feedback helps identify problems and opportunities across your organization. 

To ensure the wellbeing of your workforce, it’s important to encourage employees to fill out regular pulse surveys and provide authentic feedback. 

Use this employee survey communications template when gathering employee satisfaction survey feedback. You can tweak the pulse survey questions for your specific topic – whether it be an employee exit survey or staff motivation questionnaire – while repurposing the introduction to open your surveys.

[Header]: Your Feedback Matters!

Please take thirty seconds to leave us feedback so we can continue to improve our product, service, and employee experience. Our team does read each and ever response, so please don’t hold back. We want to know what you think. Thank you!

On a scale of 0-10, how likely are you to recommend ContactMonkey to friends or family as a place to work?

[Embedded scale rating]

On a scale of 0-10, how likely are you to recommend email tracking tools from our company to a friend or colleague?

[Embedded scale rating]

17. Diversity and inclusion communications template

In the 21st century, diversity and inclusion (D&I) in the workplace are absolute requirements for an engaged and equitable workforce. Committing to D&I goes beyond carefully-crafted PR statements. It means initiating meaningful conversations with staff and clearly communicating relevant policies. 

To start writing, you can use this diversity and inclusion communications template. But make sure to adapt the content to make it unique and relevant to your workplace circumstances. 

Dear Staff, 

Over the last six months, [Company name] has been identifying and replacing certain terms in our technical content and policy documents. This is part of our strategy to make our community more inclusive and welcoming for all. 

While these changes are still underway, we’re sharing our progress in the spirit of transparency and accountability. You can learn more about this important work here [Embedded hyperlink].

Please feel free to reach out to [Add name of designated contact/department] if you have any questions about this initiative. You may also share anonymous feedback in the comment box below. 

[Add anonymous comment box using ContactMonkey]


Management Team 

Image of diversity and inclusion communications template created using ContactMonkey's email template builder.

18. Event communications template

In-person and virtual company events are essential for team-building and bonding. This is particularly the case in the era of remote team communications and hybrid work when our days revolve around impersonal Zoom meetings.

If you want employees to attend your next event, you need to give them the ‘why’ factor and make it easy to participate. 

With ContactMonkey’s event management tool, you’ll be able to promote your event and enable registrations from a single platform. You can even send reminders via email-integrated employee mass text to maximize employee awareness and participation. 

Here’s an employee event communications template to get you started:

Dear [Employee name],

We’re excited to invite you to our [annual/monthly/weekly] boat party! We would be thrilled if you joined us for the event, held at [location] on [date and time]. 

Please RSVP by clicking the button below. 

[Embedded button]

We ask that you confirm your attendance by [date]. There’s no need to bring anything except yourself! Everything else will be provided by the company, including food, drinks, and some incredible prizes!

Should you have any questions, please contact [Designated contact name] at [email address].

We can’t wait to set sail!


Management Team

19. Holiday message template

Captivating holiday communications build excitement around upcoming events and cultivate community in the process. To make your holiday communications engaging and boost participation, you need to combine fun messaging, inclusive language, and great visuals. 

Here’s an example of a holiday message template that you can easily bring to life using ContactMonkey’s email builder:

[Header]: Happy Holidays!

As we head into the holiday season, we want to thank each and every one of you for your tremendous work and effort over the year. 

To celebrate [Company name]’s achievements and kick off the holiday season in style, we’ll be throwing our annual holiday bash on [Holiday party date] at [Holiday party location]. You can RSVP here [Embedded hyperlink] if you don’t want to miss out on tasty treats, prizes, and a surprise or two! 

Season’s Greetings to you, your families, and communities.


Management Team

Image of holiday communication template created using ContactMonkey's email template builder.

20. Employee wellness message template

Employee burnout and low employee happiness levels can present a major cost for employee disengagement. Businesses that check in on employee health and wellness regularly, and gather feedback on their wellness programs are proven to experience greater employee retention and engagement. 

Here’s an employee wellness message template and wellness survey that you can add to your internal communications editorial calendar.

[Header]: We care about your health and wellness!

We want to make sure that we’re providing the support and resources necessary for our employees to maintain a high level of personal wellbeing and healthy lifestyles. 

To ensure that we’re on the right path towards achieving this goal, we ask that you complete the short employee wellness survey below. 

Do you feel that you’re able to balance your personal and family life with your job responsibilities? [Yes/No]

Please rate your work-life balance. [Star rating]

Are there any additional health and wellness resources that you’d like to see at our company? [Anonymous comments box]

21. Employee training communications template

Employee coaching and training allows staff to reach their personal and professional development goals while improving business performance. 

At times, employee coaching may be necessary, such as in the case of diversity and inclusion training or getting started with a new company software. 

In these cases, you can use the following employee training communications template to announce workshops/professional development events. 

Dear [First name],

We would like to invite you to attend the [name of training event] scheduled for [date]. The [mandatory/optional] workshop will take place [location/online platform] at [time]. 

This event is designed to strengthen our team’s understanding of [topic/program/software]

During this workshop, we’ll be addressing the following topics/themes: 

  • [topic 1]
  • [topic 2]
  • [topic 3]

Please RSVP by clicking the button below. 

[Embedded link button]

We hope to see you there! 

Kind regards,

Management Team

Other Sample Emails to Employees

Looking for more sample email templates? Whether you’re launching a new product or sending out an open enrollment announcement, ContactMonkey has a sample email template for every occasion:

Looking to boost engagement on your internal communications? Using ContactMonkey’s list management feature, you can target your internal communications at only relevant employees, so your employees only see information that pertains to them. And email lists created with ContactMonkey integrate with your Human Resource Information System (HRIS) like Workday and ADP, as well as Azure Active Directory, so they’ll update automatically.

Create custom email lists—without IT.

Try ContactMonkey’s list management feature.

Save Hours With ContactMonkey’s Template Builder and Preset Email Messages

Tired of writing and re-writing the same messages over and over again? Our pre-made internal communications templates tap into familiar patterns and structures across different types of communications. Use them alongside ContactMonkey’s email template builder to maximize the speed and reach of your employee messages.

Book a free demo to see how ContactMonkey can save you up to 4 hours a week on your internal communications.

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